Programme Assistant at UN-Habitat

Job Description

Programme Assistant at UN-Habitat

Duties and Responsibilities

• Support the WUF Coordinator in the in the overall administration, i.e. provides administrative support in managing priorities and workflow for the unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from various sources, summarizing and presenting conclusions for review by manager.
• Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with officials internally and externally.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Supports the manager in organizing meetings with stakeholders, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Organizes administrative matters for official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepares, processes and classifies confidential information.
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Uses standard word processing package to produce a wide variety of large, complex documents and reports. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
• Assists with data collection and analysis and preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Performs other duties as assigned. Work implies frequent interaction with the following: Senior officials within the UN Secretariat and UN system Permanent Representatives and Mission staff Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc.
• Results Expected Demonstrates effective and independent handling of the administrative and office support requirements of the department.
• Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc..
• Appropriately applies relevant policies, guidelines, procedures and processes.
• Effectively functions as a key communications link and liaison with a broad range of internal and external contacts

Qualifications/special skills

• High school diploma or equivalent is required. Degree in administrative services, human resources, finance or related area is highly desirable.
• A minimum of seven (7) years of experience in administrative services, human resources, finance or related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• Experience of three (3) years dealing with time-sensitive and confidential administrative matters supporting senior level officials is desirable.
• Working experience within the United Nations System or similar organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

Programme Assistant at UN-Habitat